Dashboard / Hard Gates Checklist
Tier 1 — Hard Gates Checklist
Download, print, and complete before releasing drawings to the shop. No job enters production without every applicable gate confirmed and initialed.
When to use this

Complete this checklist at the pre-production release gate — after preliminary drawings are approved and before drawings go to the shop. This is not a design document. It is the minimum threshold for production entry.

Amber-highlighted gates are production blockers — a single "N" stops release until the item is resolved. White/tan gates are required confirmations; a "N" must be documented with a PM exception sign-off. Complete in under 10 minutes. Attach to the project file.

What's in the checklist — 19 gates across 6 sections
01
Appliance Specification
Model numbers confirmed · Spec sheets received · Hood type and blower status · Gas type · Hinge direction · Drain requirements
02
Framing Coordination
Walkthrough completed and report sent · Refrigerator wall depth confirmed · Structural blocking confirmed by builder
03
Material and Finish
Species confirmed in writing (rift vs. plain sawn called out) · Material schedule complete with no TBD entries · Paint color locked
04
Countertop and Plumbing Dependencies
Countertop material, thickness, and edge profile confirmed · Sink mount type confirmed for every location · Faucet hole count confirmed
05
Electrical and Lighting
ACL/UCL schedule received with LED color temp locked · Pre-electrical walk document sent to builder before rough-in
06
Revision and Change Control
Current drawing version confirmed · All changes logged — no decisions living only on physical drawings · Email threads reviewed for embedded decisions
Coming later: This tool will be connected to Airtable so completed checklists create a timestamped record against each project — and the Daily Pulse Report can flag any project that entered production without a confirmed Hard Gates record.
Word document · Landscape · 1 page · Print and fill by hand
Dashboard / Pre-Production Builder Email
Pre-Production Builder Email
Two documents that bookend the specification process — one for the first meeting with the builder, one for production release.
How these documents work together

The specification process has two gates — what Amaya needs to begin preliminary drawings, and what Amaya needs to release drawings to production. These two documents address those gates explicitly, in builder-facing language.

Neither document shows the builder Amaya's internal production process. They show the outputs of that process — what Amaya has confirmed, what it still needs, and what it will deliver. That's the signal builders respond to.

DOCUMENT 01
Kickoff Meeting Guide
Share with the builder or designer before the first project meeting so they can prepare. Structures the conversation and captures what is confirmed, what is open, and who owns follow-up.
7 sections
Site context: ceiling heights, flooring, wall conditions
Project overview: rooms, timeline, constraints
Appliance direction by room (size & brand, not model numbers)
Material and finish direction
Countertop and sink direction
Lighting intent grid by room (ACL / UCL)
Open items table with owner and expected date
Portrait · ~4 pages · Signature block for both parties
Use at: First builder meeting
DOCUMENT 02
Pre-Production Confirmation Email
A fillable email template the PM sends when drawings are approved and ready for production release. Structured to confirm what Amaya has locked in, surface any remaining open items, and outline the three deliverables Amaya will provide to the builder.
3 sections (color-coded)
What Amaya has confirmed — species, countertop, appliances, drawing version
Items requiring builder response — open hinge directions, gas type, etc.
What Amaya will deliver — blocking schedule, pre-electrical walk doc, framing walkthrough report
Portrait · 2 pages · PM instructions box to remove before sending
Use at: Pre-production release
Suggested workflow: Send the Kickoff Meeting Guide to the builder 24–48 hours before the first meeting. After the meeting, flag every open item in Section 7 with an owner and expected date. When drawings are approved, complete the Tier 1 Hard Gates Checklist (Tool 01), then fill out and send the Pre-Production Confirmation email. The builder's reply to the email is the confirmation record.
Dashboard / Error Log
Error Log
Log a new error or review open items. Every record requires a root cause and a prevention action before it can close.
New Error Record
Prevention — required to close this record
Open Records
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Dashboard / Cabinet Review Summary
Cabinet Review Summary
Record the pre-production review meeting. Claude extracts every change required, confirms construction standards, and produces a production release record.
Recording
🎙
Drop audio file here or click to browse
MP3, M4A, WAV, MP4 · Any size · Transcribed via Gemini then processed by Claude
Review Details
Dashboard / Recent Summaries
Recent Summaries
Saved meeting summaries from the last 90 days. Click any to open.
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Dashboard / Project Coordination

Good morning, Victoria

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Project Coordination
On fire today
Due this week
Watch list
Builder Reports
Pre-production stalled > 10 days
— jobs stalled
Must act before noon
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Needs action before end of week
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Not urgent — trending toward a problem
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Dashboard / Service/Production Coordination

Good morning, Lindsay

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Service & Production Coordination
Jobs in field today
Materials not confirmed
Punchlist items to log
Duration estimates pending
Roster today:
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Internal crews
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External install crews
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Dispatch ready Incomplete Issue — act now
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Bump & Adjust
Touch-up
Delivery
Install
Service
Sent to Service — needs scheduling
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Punchlist items to log
No items pending.
Coatings to order
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Materials flags
No at-risk orders.
Duration estimates pending
All estimates confirmed.
SLA items due today
All SLAs current.
Dashboard / Purchase Orders
Purchase requests awaiting approval before ordering. Click a request to review and approve.
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Dashboard / Throughput & Velocity
Throughput & Velocity
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Throughput — Jobs Completed per Week
Based on Punchlist Zero date. Target: 5 jobs/week (1/day).
Completed (12 weeks)
Avg per week
5
Target per week
vs. Target
Target: 5 jobs/week
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By Builder
Cycle Time
Average time from deposit to Punchlist Zero vs. Green Light to Punchlist Zero.
days
Deposit → Punchlist Zero
days
Green Light → Punchlist Zero
Production Cycle by Builder
Pipeline Pulse — Current Stage Distribution
Average days in each stage for active jobs. Red = over target threshold.
Stage Jobs Avg Days in Stage Target
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Punch list photo Open in Drive ↗
Dashboard / Production Release Checklist
All
Incomplete
Complete
Pre-Production Jobs
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Select a job to begin the spec audit
Dashboard / Specialty Items
All
Open
Ready
Active Jobs
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Select a job to view specialty items
Dashboard / Shop Queue
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Dashboard / Design Velocity
Select a date and click Refresh to load activity
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Dashboard / Meeting Summary
Meeting Summary
Upload a recording or paste a transcript to generate a structured summary.
Drop audio file here
M4A, MP3, MP4, WAV, WEBM — up to 2 hours
Attendees
Dashboard / Walkthrough Report
Framing Walkthrough Report
Upload a walkthrough recording to generate a structured field report.
Drop audio file here
M4A, MP3, MP4, WAV, WEBM
Dashboard / Estimator Review
Review Queue
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Dashboard / Production Tracker
PM Show
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Pull priority (1 = next)
Stage
Builder Ready Date
Client Approvals
Color Status
Notes & Activity
Use Builder Email Note for notes that go into the weekly builder report.
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Request Samples
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Specs
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Documents
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Punch List
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New Job
Add a new bid or project to the tracker
Dashboard / Builder Report
Builder Report
Select a builder to generate their weekly status email from live Airtable data. Review with PM before sending.
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Report Settings
Select which builders receive a weekly status update. Only flagged builders will appear in Victoria's report reminder.
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Dashboard / Production Gate
Production Gate Tracker
Jobs must clear all six client approval milestones before entering production. Click any job name to open it in the tracker.
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Dashboard / Attention List
Attention List
Jobs that need action, organized by question. Updated each time you open this view.
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Pipeline Board
Drawing & pre-production — loading…
🔴 = Urgent · click flag to toggle
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Status
Assigned To
Description
Location / Room
Resolution Type
Due By
Photos
📷
Notes
Sample Tracker
New Sample Request
Colors
TYPE SHEEN / SPECIES COLOR NAME / CODE ROOM
Punch List
New Punch List Items
Job (optional)
Standalone Ref (if no job)
Default Resolution Type
Default Assigned To
Default Due By (3 bus. days)
DESCRIPTION * LOCATION TYPE ASSIGNED TO DUE BY
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Dashboard / My Jobs
Good morning
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Dashboard / Specialty Items
All
Open
Ready
Active Jobs
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Select a job to view specialty items
Dashboard / Shop Queue
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Dashboard / Design Velocity
Select a date and click Refresh to load activity
Files modified